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Oct 28, 2022

Writing

How to respond to “thank you” with 6 email samples and template

Here’s how to respond to any thank you email politely. Get our best tips and 6 example emails to help you succeed.

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Lawrie Jones

Writer

Blog writer

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If someone has sent you a thank you email, you need to respond – but how?

We explain how to respond to any thank you email politely. We’ll show you how your response to a thank you email can help to strengthen your relationship and leave the recipient with a smile as wide as yours.

How to respond to "thank you" emails

We all get hundreds of emails a day, but most of us will still sit up and smile when we receive a thank you email. If someone has sent you a thank you email, you need to respond – but how?

We can show you the best way of politely responding to a thank you email. We’ll show you how your response to a thank you email can help to strengthen your relationship and leave the recipient with a smile as wide as yours.

The key to a positive thank you email is being polite but hitting a personal note – expressing just what the message means to you. But don’t stop there; you can also use the thank you email to build a better relationship.

Learn it all in our guide to writing the best thank-you email responses.

Should you reply to an email just to say "thanks"?

Before we get into the examples, let’s answer a few common questions:

Should you reply to a thank you email?

Understandably, you’re cautious about clogging up someone's inbox, but you should always respond to a thank you email.

  1. Firstly, you’re acknowledging receipt, so they know it arrived.
  2. Secondly, it shows you appreciate them taking the time and effort to email you.
  3. Thirdly, you can use email to build a better relationship – and we’ll show you how.

Can I just say “thanks” in my email response?

If someone says thank you, you can send a simple “thanks” back. But if you’re taking the time to email, adding some extra information makes the email more personal and professional. 

When should I send my thank you email response?

If you’re going to send a thank you email response, do it as soon as possible. Ideally, you’ll do it the same day and certainly within 24 hours. Any later than that, and your recipient may wonder why you bothered.

How to say "you're welcome" professionally in an email

The art of saying thank you often involves not saying thank you at all. That’s right, thank you is a throwaway word that doesn’t express much emotion.

OK, if someone thanks you for taking out the garbage, there’s no need to go over the top, but even “I appreciate your email” is better than a bog-standard “thanks”.

Here are some alternatives you can use. (While some may use thanks, they’re not “thank you”, so they still count!)

  • I appreciate your message
  • Your message means a lot to me
  • Thanks for the kind words
  • Glad I could help
  • It’s great to know I’ve made a difference
  • It’s my pleasure!
  • No need to say thanks; it’s what I do

These are just a few examples of how to say thanks without saying thanks. You can see some more examples below or develop your own. 

Your replies must reflect the context. You can be less formal when responding to thanks from a friend, for example, than your boss or MD.

"Thank you" email response format

We've written the best guides in the world on how to structure formal emails, so be sure to check that out! 

The core of any thank you response email is the same, with these four essential parts:

  1. Subject line
  2. Greeting 
  3. Body
  4. Sign-off

We normally suggest considering your signature, but since this person has emailed you before, they’ll know who you are, so don’t worry about it.

Let’s delve into each section in more detail.

Subject line

This is easy; as you’re responding to the email thread, just click reply, and you’ll use the same one!

OK, if you want to, you can start a whole new email thread, but there is no need. 

Greeting 

If you’re emailing someone you know, so there’s no need to be overly fussy and formal. Don’t worry about using “Dear”. Instead, you can use something like “hello” or “hi”.

Body

You don’t need to go into massive amounts of detail when responding to a thank you email unless you want to.

The body copy should express your thanks (obviously), but you can also use it to provide some extra relevant information.

Let’s say a customer expresses their thanks for something you’ve done; why not ask them to leave a review on your Trustpilot?

Or if your manager thanks you for something you’ve done, highlight some of the other things you’ve done (and then arrange a meeting to discuss your raise!

Or, in another example, you can reply to a recruiter thank you email with a request to stay in touch about new opportunities.

Sign-of

There’s no need to overthink your sign-off. A simple “kind regards”, “many thanks”, or “speak soon” will suffice.

How to reply to a “thank you” email professionally examples

1. "Thank you" reply email for appreciation

Receiving a thank you email in appreciation of something you’ve done is great, so double up the love and send one back. This email thank you reply is fairly formal, so it’s suitable to use with a boss, customer or colleague.

Despite warning against it, we’re using “thank you” here. Why? Because it’s the easiest way to express how you’re feeling, but swap it for something else if you prefer.

Hi (Recipient's name),

Thank you for your recent email. It's always wonderful to hear that the work you do is appreciated.

I’ve shared the email with my manager, who is as pleased as I am. I’ll keep up the hard work!

Many thanks,


(Your name)

1.1. How to reply to an appreciation email from your boss

Getting a thank you email from your boss is a lovely bonus (although not quite as lovely as money, which will hopefully follow!).

When you message your boss back, you might want to highlight some of your great work, so she understands how valuable you are. That’s the approach we take in this reply to an appreciation email from a boss.

Hi (Recipient's name),

I was surprised and delighted at your recent email recognizing my work on the (project/team etc.)

I always strive to do the best I can for the business, including (provide some examples). It’s great to know that I have a manager that recognizes my hard work and will take the time to message me about it.

Thanks again!
(Your name)

1.2 How to reply for an appreciation email from a manager

What’s the difference between a manager and a boss? A manager is a person who directs you on a day-to-day basis; your boss could be any senior manager.

The distinction matters here because you can be less formal with a manager you see daily. (On the flip side, don’t be informal with a senior boss, you never know how they’ll take it).

In this reply to appreciation from a manager, we keep the message short and snappy.

Hi (Recipient's name),

I really appreciate your recent email in recognition of my hard work on (insert details)

It’s a great pleasure working with you and the team, and it’s reassuring to know that my hard work is recognized by my boss.

Let me know if there’s more I can do to improve. You know I’m always trying to push myself.

Let’s catch up soon.
(Your name)

1.3 How to reply for appreciation email from client

When emailing a client, keep things brief and formal (unless they’re a friend or someone you have known for a long time).

Sometimes lighthearted, informal and funny emails don’t translate well, so just go with the basics. See how that works in this reply to an appreciation email from a client.

Hi (Recipient's name),

It was with great surprise that I received your last email. It was fantastic to learn what you thought of my work and its positive impact on your organization

If I can help you in any way in the future, let me know. I look forward to working with you on future projects. 

Kindest regards
(Your name)

2. "Thank you" reply to introduction email

Introduction emails are an essential part of the networking process; you should always say thanks if a friend, colleague or boss has introduced you to someone new – and here’s how.

Check out our thank you reply to an introduction email. 

Hi (Recipient's name),

It’s great to meet you (person's name). Thanks (person’s name) for introducing us. 

It would be great if we could (arrange a call, chat on the phone, exchange details, catch up etc.)

I look forward to hearing from you and speaking soon.
(Your name)

3. Reply to a candidate "thank you" email

If you’re interviewing candidates, you’ll inevitably receive a candidate thank you email.

The interview process is complex, and you’re limited in what you can say, so stick to the basics, and you’ll be respecting all rules and giving every candidate a fair chance of success.

Hi (Recipient's name),

It was great to meet you today at your interview. Thank you for taking the time to message me; it’s appreciated.

We will be in touch with information on the next steps in the process.

Many thanks,
(Your name)

4. Sample reply to "thank you" email from customer

If a customer has taken the time to message you, that’s a great sign you’re getting something right! We’ll assume they’re contacting you about a product, so let’s push them to do a little more.

See how that works in our reply to a thank you email from a customer.

Hi (Recipient's name),

It was great to receive your reply and to learn about how happy you are with the (product name).

The opinions of our customers mean a huge amount to us, and we’re getting something right!

While you’re here, could I ask you to provide a review for us on (insert details)? Every customer review helps our business, and we would welcome your feedback. 

You can find a link to (TrustPilot etc.)

If I can help in any way, let me know!

Thanks,
(Your name)

"Thank you" email reply template

Let’s go back to basics with this thank you email reply template. This should provide a simple basis for any thank you reply emails for clients, customers, bosses, and more.

Be sure to adapt it and add a bit more personality

Hi (Recipient's name),

Thank you for your recent email.

(Provide some information. If it was a compliment, express gratitude. If it was a thank you from a candidate, outline next steps etc.)

Kindest regards,
(Your name)

"Thank you" email reply with Flowrite

Flowrite is your new favorite tool to write reply emails faster. Here's how it works:

We are obviously biased, but you can try Flowrite for free for 30 days to see for yourself!

Final thoughts

Wiring a thank you email response isn’t as easy as it appears. You’ve got to acknowledge what has been said and offer some words on what it means and what you’ll do with the update.

Use our thank you response emails to strengthen your relationship with your customers, clients, candidates, or boss.

It’s great to receive thanks and even better to send it – so consider reaching out to someone who has helped you. You can see how they reply and compare it to our examples here.

In today's world, a little bit of kindness can go a long way.

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